Charles County Public Schools Enterprise S1 Resource Planning (ERP)
Agenda S2 o Introductions o Project Goals o Current Status o Project Timeline o Cost and Funding Source
Introductions 3 CCPS Executive Committee GFOA Consultants Business/Finance Randy Sotomayor, Project Manager and HR/Payroll System SMEs Nikial M. Majors Barry McMeekin, Project Manager Charmaine T. Thompson Jake Kowalski Deborah J. Hale Craig Lesner Cliff Eichel Rob Roque Brenda Basinger-Zimmerman Matt Bubness David Shimizu ERP Implementation Team Name Functional Areas Barbara DiMauro Accounts Payable Christeda Warner Employee Benefits Lora Bennett, Justin Maus Technology Theresa McPherson Payroll Eleanor Foddrell Procurement Carole Koller Accounting
Project Goals S4 1) Manage all employee life-cycle tracking needs including, but not limited to recruiting, onboarding, training and development, performance evaluation (staff), and personnel records 2) Enable self-service delivery model to improve efficiency, maximize productivity, and increase response times. 3) Coordinate, analyze, and share data to guide operational success 4) Automate reporting for all requirements mandated by federal, state and/or local government agencies.
Project Goals (Continued) S5 6) The ability to implement an integrated cloud-based software program that is more secure and runs off a single database. 7) Streamline chart of accounts to accommodate multi-year projects, budgets and grants. 8) Paperless approval system that will help make processes more efficient with 100% tracking and audit trail .
Current Status S6 Project Vendor Contract Planning Selection • Finalization • Project Planning* • Process Review • Governance Goal Setting • Data Conversion • Process Improvement • Scope Refinement • Testing/Training • Vendor Selection • Go Live
S7 Vendor Selection INFOLOB Team Venkatash Kovela Delivery Manager Infolob Renee Hoylman Program Manager Tyler (Oracle) Munis Support Team (Sequel) Tammy Davis – Change Management Power Micky Seekand – Finance Lead School Vidya Sagar – HCM Lead (Microsoft) Murali Nakka – Finance and PPM Lead Mohan Janga – Technology Lead Arul Senapathi – Payroll Lead Deepa Vyas – Recruiting Lead Infolob
Vendor Selection – Best Fit S8 o Powerful reporting capabilities o Oracle established 30 years ago and experience with public sector clients o Benefit from future features and upgrades o Invoice scanning feature o Oracle has a very user-friendly, yet secure cloud-based system that our district can grow and mature into with no end to possibilities o Greatly enhance our RFP process with an integrated proposal/bidding process with vendor scoring embedded into the program o Oracle owns their own data centers reducing a third-party support structure to 1:1 IT support. o Oracle Academy!
Oracle Academy S9 o Oracle Academy member benefits offer educators and students computer science education resources to advance knowledge, skills development, innovation and diversity in technology fields. o Computing isn’t just for technology companies anymore−all students everywhere need access to good computer science education to be college and career ready in today’s global economy. o Oracle Academy membership costs nothing and offers individual learners, educators, and educational institutions access to world-class technology, expertly developed learning materials and curriculum, training, and other resources.
ERP Project Timeline S10 Phase I - Finance, Procurement, Inventory & Expenses Phase II - A - Core HR, Recruit & Benefits Phase II - B - Payroll, Time & Absence Phase III - Talent, Help Desk, Others Phase IV - Budget Applications 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 Month 1 = October 2019 Number of Months Month 9 = July 2020 Month 15 = December 2020 Implementation Acceptance Support Month 27 = March 2022
Cost and Funding Sources S11 Cost Categories Total $ Annual Software Subscription Fees $ 599,728 Professional Service (Implementation - Nonrecurring) $ 2,426,239 Support Fees (One Year after Implementation) $ 223,800 Total Cost During Project $ 3,249,767 Independent Auditor Review - SCH/CLA* $ 200,000 Contingency* $ 50,000 Grand Total Cost $ 3,499,767 *Note: Estimate
Cost and Funding Sources (Continued) S12 o Fund balance o Technology loan base funding o Savings from eliminating third party vendors o FY 2021 Operating Budget Request (Annual Subscription Fees)
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